Security Scheduler and Admin Assistant

Job Introduction

We are looking for experienced Admin personnel to join our security Team.  At Sodexo we offer unrivalled opportunities for development and progression and offer comprehensive training and support for all our roles. This is a permanent position with competitive pay rates.

We are looking for Security Scheduler who will be directly answerable to our Regional Security Manager to assist them will all admin duties such as organising work force Schedules, Payroll, Vetting and Onboarding, liaising with front line staff and the client and being the first point of contact for issues with staffing. This role will be home based however there will be training, occasional meetings and face to face liaising with the Security Manager at various sites. All training and IT is provided.

The hours of work are Monday to Friday on two weekly shift patters - Week One 7am-4pm then Week Two 1pm-10pm. The rate of pay is £10 per hour, paid monthly.

You will be required to be on call occasional weekends to assist with any issues on the area and be the first point of contact. We do not anticipate this being more than one weekend a month and there is an additional payment for this.

As part of this role, you will work as part of a team that provides 24-hour cover at the Approved Premises and so the Shift Patterns and need to be on call occasionally reflect this.

Role Responsibility

• Schedule service rosters, ensuring last minute gaps and absences, as well as planned absences such as annual leave are covered by the deployment of appropriately trained personnel in an effective and timely manner
• Provide the area and site managers with updated weekly and monthly rosters
• Maintain effective communication with Approved Premises (daily) where necessary to keep them informed of changes to the rosters and details of officers who will attend the shifts
• To coordinate and approve/decline annual leave requests based on cover requirements to proactively encourage the reasonable use of annual leave throughout the “holiday year” amongst colleagues, to ensure all holiday entitlement has been taken appropriately throughout the year
• To engage with staff to ensure the holiday input into the payroll system is accurate against shift patterns and verify any discrepancies and exceptions are identified.  Approve holiday requests in a timely manner and ensure that shifts are covered
• To complete and input payroll forms and associated processes with scheduling 
• Act as point of contact for staff to review any payroll queries; ensure all time/workforce management systems are kept up to date in a proactive manner, ensuring that new starters are given access to the appropriate I.T. systems and that all leavers are removed
• To monitor agency usage and “high Demand “cover areas, reporting back to the security manager and regional business manager to enable targeted recruitment to occur
• To liaise with our third-party service partners to ensure a quality support service is achieved, and report any non-conformance to the security manager
• To liaise with all key stake holders (AP site, security managers, sub-contractors, management and staff) in a professional and courteous manner at all times
• Production and issue of requested report summaries and management information with requested timeframe
• Assist in maintaining a safe working environment for all colleagues
• Compete all reasonable management requests
• Adherence to General Data Protection Regulations (GDPR)
• Effective utilisation of workforce management systems to ensure compliancy and efficiency.

The Ideal Candidate

• Will be able to communicate effectively and have a calm and confident telephone manner.
• Have attention to detail with a high level of accuracy
• Clear and concise written documentation including report writing with a methodical and thorough approach to work
• You will be comfortable working on your own initiative as well as part of a team, demonstrating strong interpersonal skills
• Have the ability to prioritise workload and meet deadlines
• Be IT literate and have a working knowledge of Microsoft Systems such as Excel, Word etc
• Have experience in a similar Schedule or Admin Role - however all training is provided 
• You will operate, at all times, to the highest standards of confidentiality, honesty, and integrity
• Willingness to participate in all required vetting for the role, including an DBS check (mandatory requirement)
• Demonstrate a high level of resilience, energy, enthusiasm and drive in a fast-paced environment

Package Description

We are looking for a Security Admin Assistant to join our team! Do you have a background in Scheduling, Admin or want a new challenge with a world leading facilities management company? If so, we want to hear from you!

We are looking for experienced Admin personnel to join our security Team based in the Manchester area.  At Sodexo we offer unrivalled opportunities for development and progression and offer comprehensive training and support for all our roles. This is a permanent position with competitive pay rates.

We are looking for Security Scheduler who will be directly answerable to our Regional Security Manager to assist them will all admin duties such as organising work force Schedules, Payroll, Vetting and Onboarding, liaising with front line staff and the client and being the first point of contact for issues with staffing. This role will be home based however there will be training, occasional meetings and face to face liaising with the Security Manager in Manchester at various sites. All training and IT is provided.

About the Company

In the UK and Ireland, Sodexo employs some 35,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the corporate, healthcare, education, leisure, defence and justice sectors. With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business. We are building on our support to the Armed Forces community through the development of specific pathways within our recruitment process to support ex-forces personnel and reservists, those applying for jobs with us who meet the ideal candidate criteria for the role advertised are guaranteed to progress to the selection process. Sodexo and our clients are committed to safeguarding and promoting the welfare of children and adults within a regulated activity. Certain roles will require applicants to undergo screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS) and/ or Disclosure Scotland.